PAYROLL POINTERS FOR FILERS OF FORMS W-2/W-3A mismatch is not a basis, in and of itself, for you to...
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PAYROLL POINTERS FOR FILERS OF FORMS W-2/W-3 SSA Regional Employer Services Liaison Officers www.ssa.gov/employer/wage_reporting_specialists.htm
Transcript of PAYROLL POINTERS FOR FILERS OF FORMS W-2/W-3A mismatch is not a basis, in and of itself, for you to...
PAYROLL POINTERS FOR FILERS OF FORMS W-2/W-3
SSA Regional Employer Services Liaison Officers www.ssa.gov/employer/wage_reporting_specialists.htm
my Social Securitywww.ssa.gov/myaccount
www.ssa.gov/retire
www.ssa.gov/applyfordisability/
EMPLOYER SERVICES WELCOME PAGE
www.ssa.gov/employer
BSO WELCOME PAGE
www.ssa.gov/bso/bsowelcome
BUSINESS SERVICES ONLINE• Register for a User ID and password• File W-2s
o W-2 Onlineo W-2c Onlineo Test Wage File (AccuWage Online)o Upload Wage File
• Notices via e-mail• Verify Employee Names and SSNs
WHAT DO I DO FIRST?• Register – as an individual on behalf of the
employer• User ID
o Electronic signature of person, not company, attesting to proper use of the service
o Allows a person access to Business Services Online (BSO)
• Must use your BSO User ID issued by SSA, not your “my Social Security” username
REGISTRATION PROCESS• Provide registration information (you the
user)• Choose your own password• Receive your User ID• Choose your role(s)• Employer information • Notices
o Sent to usero Sent to employer (Activation Code)
REGISTRATION REMINDERS
• User IDs valid indefinitely
• Passwords valid for 90 days
• Receive your User ID
• For Assistance – Call 1-800-772-6270
REGISTRATION PROCESS
CREATE YOUR PASSWORD
PRINT YOUR USER ID
REMINDERS FOR TY 2018• Employee Tax Rate 7.65% • Self-Employed Tax Rate 15.30%• Social Security (OASDI only) Maximum
Taxable Earnings $128,400• Medicare (HI only) – No limit taxable earnings• January 31st - deadline to file W-2s using BSO
or to submit paper Form W-2.• January 31- deadline to distribute Forms W-2
to employee(s)
SUBMIT, UPLOAD OR PROCESSW-2S AND W-2CS
• Upload EFW2 or EFW2C file o Prepared by your softwareo Large or small filers
• W-2/W-2C Onlineo Ideal for small filers or special needso Blank W-2 displayed via Interneto W-3/W-3C totaled for your recordso Name/SSN verification occurs immediatelyo Employee Copies o Prefill information you submitted in W-2 Online
last year
No forms or taxsoftware required!!!
REPORT WAGES TO SOCIAL SECURITY
ELECTRONIC WAGE REPORTING (EWR)
BEFORE YOU START (EFW2)
WHAT’S IN THE FILE? (EFW2)
SUBMIT YOUR FILE (EFW2)
CONFIRMATION – YOUR FILE WAS RECEIVED (EFW2)
FORMS W-2/W-3 ONLINE
W-2 ONLINE FACSIMILE
W-2 ONLINE FACSIMILE
FORMS W-2/W-3 ONLINE
FORMS W-2/W-3 ONLINE
FORMS W-2/W-3 ONLINE
FORMS W-2/W-3 ONLINE
WHAT IS THE SOCIAL SECURITY NUMBER VERIFICATION SERVICE
(SSNVS) ?• Allows employers to verify the name and SSN of a hired
employee with Social Security (SSA) over the Internet
• Cannot be used for tax filing purposes
• Only tells you if name & Social Security Number match SSA’s records – not identity
• 4 possible “No-Match Codes” returned
• Provides an indicator if Social Security Number belongs to a deceased person
TWO METHODS FOR USING SSNVS
• Direct keying to SSNVS websiteo Key up to 10 names/SSNs with immediate
resultso Can key multiple screens
• Upload fileo Can upload up to 250,000 SSNs per fileo Next business day results
SSN VERIFICATION PAGE
SSN VERIFICATION RESULTS
POSSIBLE MISMATCH CODES
VERIFICATION CODES
1 = SSN not in file (never issued to anyone)
3 = Name and SSN match; DOB does not match
5 = Name and SSN does not match, DOB not checked
6 = have employee contact the local Social Security office for more information
DECEASED (PER SSA RECORDS)If Social Security records indicate any of the names and SSNs submitted for verification
belonged to deceased individuals, the page will display a table with the information pertaining to
these requests.
WHAT TO DO IF AN SSN FAILS VERIFICATION
• Compare submitted information
• Ask employee to verify the information/View SSN card
• Ask employee to check with local Social Security office
• Document your efforts
SSNVS REMINDERS
• A mismatch is not a basis, in and of itself, for you to take any adverse action against an employee, such as laying off, suspending, firing, or discriminating.
• Company policy should be applied consistently to all workers.
• Any employer that uses the mismatch information to take adverse action against a worker may violate State or Federal law.
• The information from SSNVS does not make a statement regarding a worker’s immigration status.
SSA IS HERE TO HELP• www.ssa.gov/employer
• General Wage Reporting Questions – 1-800-772-6270 or by email at [email protected]
• BSO technical Help 1-888-772-2970 or by email at [email protected]
• Employer Services Liaison Officers (ESLO)
• Social Security Administration Website
• Business Services Online Registration Tutorial Video
• Electronic filing W-2 Handbook
ESLOS ACROSS THE NATION PAGE 1
Boston – CT, ME, MA, NH, RI, VTRegina Bachini617-565-2895 / Fax: [email protected]@ssa.gov
Kansas City – IA, KS, MO, NEDallas – AR, LA, NM, OK, TXKelli Chappelow816-936-5657 / Fax: [email protected]@ssa.gov
New York – NJ, NY, PR, VIElizabeth Roback212-264-1462 / Fax: [email protected]
Denver – CO, MT, ND, SD, UT, WYYvonne [email protected]
Philadelphia – DE, DC, MD, PA, VA, WVBernard Daniels215-597-2354 / Fax: [email protected]
Atlanta – AL, FL, GA, KY, MS, NC, SC, TNKirk Jockell404-562-1315 / Fax: [email protected]
ESLOS ACROSS THE NATION PAGE 2
San Francisco – AZ, CA, GU, HI, NV, ASRey Arquero510-970-8247 / Fax: [email protected]
Chicago – IL, IN, MI, MN, OH, WIJanet Gioffre866-530-7818 X10854 / Fax: 440-245-3904 [email protected]
Seattle – AK, ID, OR, WAArmond Joseph206-615-2125 / Fax: [email protected]
www.ssa.gov/employer/wage_reporting_specialists.htm
QUESTIONS?
